Task:Maemo Summit 2008/Organization

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 This is an ongoing task, planned to be completed during the current maemo.org development sprint. Any help is appreciated!
Please see the talk page for discussion.

There is plenty of things to do for the Maemo Summit 2008 and you can help in any of them.

Propose yourself in any of the Who? vacant cordination roles. Add yourself to any task you want to volunteer.

Contents

Infrastructure

This task needs to be completed during the 100Days/Sprint3 (deadline Tuesday 2008/08/12)

Rooms, equipement, wlan, caffeine.

Who?

  • The infrastructure planned can absorb 150-200 people, which is the expected attendance.
  • It will be possible to extract video out directly from the tablets to a projector. Nokia engineers will do the setup.
tbc whether throigh a hub video out can be also sent ot a laptop to record the video.--qgil 06:00, 6 August 2008 (UTC)
I have been successful recording video and overlaying audio. Maemo Bookmarklet Demo ( screencast ). While I have some gray hairs to show for it I think I can teach others without quite so much since I've already made all the mistakes ;-) brontide 04:36, 6 August 2008 (UTC)
Is this a session recorded directly from the tablet, is it VNC or SDK based...?--qgil 06:00, 6 August 2008 (UTC)
vnc based. It could not be the only tool as it's more of an "offline" tool for taking small bit of documentation and converting it to a demo. I will be pushing this envelope a little to see if I can move it to on-device for capture, off-device conversion. This might make it of much more use on the device as the "demo" units could be loaded up with the packages necessary if the presenters wanted a screencast. Expect some sort of documentation in a few weeks as I work on some of the last few issues. brontide 15:37, 6 August 2008 (UTC)
  • All PC presentations to be put in advance as PDF or similar in a same laptop proven to work with the projector.--qgil 22:34, 15 July 2008 (UTC)
    • How about Mac presentations? I'll be bringing a Macbook though which I hope would work well with the projector. --Reggie 18:28, 17 July 2008 (UTC)
      • Fine, but be prepared for a backup plan e.g. a PDF version in a USB stick.--qgil 19:20, 17 July 2008 (UTC)

Can we as the 'recording/documenting team' also have access to the pdf/slides somewhere in a central repository to integrate them into the our recordings/blogs? baloo 21:22, 19 July 2008 (UTC)

  • There is budget for drinks and food on Friday. Extensible to Saturday, depends.

Sponsored participants

This task needs to be completed during the 100Days/Sprint3 (deadline Tuesday 2008/08/12)

Approval, instructions, expense claims.

Quim coordinates the approval and anything having to do with money and Nokia. Who? gets the crew coordinated and motivated.

  • Progressing fine, first bunch of people got instructions to book flight and accommodation.
  • Negotiating a hackfest with the GNOME Foundation to bring more upstream developers.
  • Looking for relevant bloggers, specialized journalists.
  • Still budget for more!
  • Thinking of having a hard deadline for approvals on August 1st. I really want to have this out of my way asap, to concentrate on other critical tasks.--qgil 22:34, 15 July 2008 (UTC)
Once participation is nailed down maybe I can get an email of participants for Saturday so I can start flogging them for information as to what they will need, and documentation for publication after the fact. brontide 03:21, 25 July 2008 (UTC)

OSiM

Maemo activities at http://www.osimworld.com, registration discount.

Quim coordinates since this is mostly about Nokia driven stuff.

  • The list of sponsored community members is available at Maemo_in_OSiM_World_2008.
  • The developer session on Thursday 18 will have more than what is explained in the program, based on what Ari Jaaksi will present on Wed 17. Erkko Antila (Fremantle product manager), Quim Gil (OSS marketing manager) and Niels Breet (maemo.org webmaster) will share the schedule to discuss software offering, development platform and Maemo community.
  • There will be a 3x2m stand shared between Maemo SW / Nokia and maemo.org /Community. Teemu Sorvisto and Eric Warnke coordinate from Nokia & community side.
Eric can't organise the OSiM exhibit as he is arriving late. He has passed on the mantle to me. baloo

Program

Define the schedule.

Quim coordinates the schedule on Friday, the Nokia strong day. Eric Warnke coordinates the schedule on Saturday, the community strong day.

  • Progressing fine. Should we put any deadline for proposals to scare people and make them submit? We can always have last minute changes.--qgil 22:34, 15 July 2008 (UTC)
  • Sarturday starts to need some structure, although we can wait to know better what are the sessions proposed.--qgil 22:34, 15 July 2008 (UTC)
Please post your proposals for sessions at Talk:Maemo_Summit_2008#Lightning_sessions or Talk:Maemo_Summit_2008#BoFs_and_workshops.--qgil 19:19, 17 July 2008 (UTC)
I have volunteered myself for Saturday scheduling, I'll get this beaten into a reasonable schedule soon. brontide 02:54, 25 July 2008 (UTC)

Merchandising

Shirts, stickers and lanyards with the new maemo.org logo are planned.

Coordinated by Jussi.

  • We got a new logo to use Image:Maemo_org_logo_colour.png.
  • Then we will need asap lovely designs for a shirt and a sticker optimized for tablets. We will also produce lanyards for the Summit badges. Glaubert works on this.
  • Amounts and sizes to be defined. The reference is the distribution used for GUADEC'06, that went well. Man: 25 XXL - 175 XL - 225 L - 150 M - 50 S. Woman 25 XL - 25 L - 25 M - 10 S. This time we can add shirts for small children since it seems that there are many young parents in the Maemo community.
  • Shirts produced in Helsinki so Jussi can check samples and make sure everything is fine.
  • Possibility to send out some to key contributors? To be considered specially if this doesn't bring extra work to Nokians (and to Quim to be more precise)  :)
Jussi investigates, any ideas welcome.--qgil 11:48, 31 July 2008 (UTC)

Marketing & coverage

Inform and engage before, during and after the Summit.

Coordinated by Who? (Nokia) and Who? (Maemo community). Perhaps Who? (c-base) as well.

  • Specific tasks to be defined.
  • Priority: cover the sponsorship budget with the best contributors asap.
  • Priority: keep the registration up to 150 people getting the relevant people in the Maemo community and upstream.
  • Jussi and Teemu from the Maemo SW marketing team will help. Back from holidays in August.
  • Jamie Bennett proposes video coverage. Time to get into concrete plans.
  • Andrea Grandi offers to take pictures at the event, and blog (almost real time) what happens during the summit in Italian language for people in Italy. --andy80 14:54, 17 July 2008 (UTC)
  • Tim is helping Jamie with video planning and execution. They've already decided on equipment. He's also bringing a camera to gather stills from the event (but not living blogging them).
  • ThoughtFix will help with interviewing tasks.

Social events

Friday night and whatever else you feel like doing for fun.

Coordinated by Who? (Maemo community) and Who? (c-base). Quim can help with budget upon request and availability.

  • Friday night for sure. Proposals? c-base is well prepared for night fever, multimedia stuff...
  • We need to find a shop doing custom shirts sending or bringing an digital image, for the Summit dresscode. I'm totally serious about it. :) --qgil 22:34, 15 July 2008 (UTC)

Overall coordination

  • Shouldn't be needed if the tasks above work just fine. They should be pretty free during the Summit in order to respond efficiently to any issue. They can take shortcuts deciding in urgent cases.
  • Quim (Nokia) + Who? (Maemo community) + Who? (c-base)
  • Does Nokia need help with registration processes, etc.? If so, I can stand at a table and check people in, etc. Whatever is needed. --timsamoff 02:52, 25 July 2008 (UTC)
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